The short version
- Home care agencies use AideBook to schedule and document care. The agency decides what goes into its account and who can see it, and we handle that information on the agency’s behalf.
- We use it only to run AideBook for the agency. We don’t sell it, rent it or use it for advertising.
- No ads, no third-party analytics or tracking, no data brokers, and no GPS or location tracking, on the website or in the apps.
- The mobile app keeps a working copy of a caregiver’s own schedule and clients on the phone so visits can be documented without signal. It’s stored privately on the device and erased when the caregiver logs out.
Who this covers
This policy applies to:
- the website at aidebook.app;
- the AideBook web app, used by agency owners, admins and caregivers;
- the AideBook mobile app for iPhone and Android, used by caregivers; and
- emails we send about the service, such as invitations and password resets.
Together we call these the “Service”. “We”, “us” and “AideBook” mean the operator of AideBook. “Agency” means the home care business that holds an AideBook account. Use of the Service is also governed by our terms of use.
Agencies and AideBook
An agency uses AideBook to keep records about its own clients and staff. For that information, the agency decides what is collected and why, and AideBook processes it on the agency’s instructions as its service provider. If you are a client, a client’s representative or a caregiver, the agency is your first point of contact for questions about your records, and the agency’s own privacy notice also applies to you.
AideBook is built for private-pay, non-medical home care. It is not a clinical record system, and agencies should not use it to store medical diagnoses, insurance claims or payment card details.
What we collect
When an agency uses AideBook, the Service stores:
- Account information for owners, admins and caregivers: name, email address, phone number, role, the agency you belong to, a hashed password (we never see or store your password itself), and sign-in sessions.
- Client records the agency and its caregivers enter: client and representative names, addresses and phone numbers, date of birth, height and weight, emergency contacts, the Plan of Care, notes from the office, schedules, and service details the agency chooses to record.
- Visit records: clock-in and clock-out times, whether a time was recorded on the phone while offline, the aide note and the duties completed, reasons given for anything unusual, and the client’s or representative’s signature, which is drawn on the screen and saved as an image with the visit.
- Employment and training records the agency enters: caregiver details, assignments, timesheets, hours, training completions and exam results.
- Technical information needed to run and protect the Service: IP address, browser or app version, device type and operating system as sent with each request, request and error logs, and security events such as sign-ins and password changes. Important office actions are written to an audit log.
- What you send us: if you email us, we receive your message and address.
We don’t collect precise or approximate location, contacts, photos, microphone or camera input, health data from your device, advertising identifiers, or browsing activity on other apps and websites.
The mobile app
The AideBook app for iPhone and Android is for caregivers. On the phone, it:
- Keeps an offline copy of the signed-in caregiver’s own schedule, assigned clients, the parts of their care plans shared with caregivers, notes from the office and training, plus any clock-in, note or signature waiting to send. This copy lives in the app’s private storage, is excluded from iCloud and Android backups, and is only ever shown to the caregiver it belongs to.
- Stores the sign-in session in the phone’s secure storage (the iOS Keychain or Android Keystore), restricted to that device. The app can open without signal for up to a week from the last time it confirmed the session with our servers.
- Erases what it kept when you log out: the offline copy, the session and any PDFs you exported. If work is still waiting to send, the app warns you before it’s deleted. If your agency ends your access, the app clears the offline copy the next time it connects.
- Asks for no special permissions. It uses the network only. It doesn’t request location, camera, microphone, contacts, photos, calendars, Bluetooth or notifications, and contains no advertising, analytics or crash-reporting SDKs.
- Hands off to other apps only when you ask: tapping a phone number opens your phone app, an address opens your maps app, and Share sends a PDF to the app you choose. Those apps’ own policies apply to what you share with them.
Apple and Google distribute the app and may collect information about downloads and your device under their own privacy policies. We don’t receive your App Store or Google Play account details.
This website
aidebook.app is a static website. It doesn’t set cookies or use analytics or advertising trackers. Like any web server, our hosting provider keeps standard request logs (such as IP address, browser and the page requested) for security and operations. The web app uses only the essential cookies that keep you signed in.
How we use information
- To provide the Service: scheduling, visit documentation, signatures, timesheets, exports, training and offline sync.
- To keep it secure: authenticate users, enforce each agency’s and each role’s access, prevent abuse and investigate incidents.
- To support and improve it: troubleshoot problems you report and fix bugs.
- To contact account holders about the Service, such as invitations, email confirmation, password resets and important changes.
- To meet legal obligations and enforce our terms.
We don’t use client or visit records for advertising, we don’t sell or “share” personal information as those terms are defined in U.S. state privacy laws, and we don’t use it to train machine-learning models.
Who we share it with
- Within the agency, according to roles: owners and admins see the agency’s records; caregivers see only their own shifts, their own hours and the clients assigned to them.
- Service providers that help us run AideBook, bound to use it only for that purpose. Today these are our cloud hosting and database provider (Railway) and our transactional email provider (Zoho ZeptoMail).
- People the agency chooses, for example a family member who receives a timesheet PDF an agency user exported and shared.
- When required by law or to protect the rights, property or safety of people or the Service, and to a successor if AideBook is merged or sold, under this policy’s protections.
How long we keep it
- Agency records are kept while the agency’s account is open, because agencies usually must keep visit and employment records for years. When an agency closes its account, we delete its data within 90 days, unless the agency asks for an export first or the law requires us to keep something longer.
- When an agency removes a caregiver, their sign-in ends, but visits they documented stay part of the agency’s records.
- Request and security logs are kept for a limited time for security and troubleshooting, then deleted.
- On the phone, the offline copy lasts only until you log out or your access ends.
Security
Information travels over HTTPS, each agency’s data is kept separate, access is limited by role, sign-in attempts are rate limited, and passwords are stored only as salted hashes. No system is perfectly secure, but if we learn of a breach affecting your information we will notify the agency, and you where the law requires. See security for details.
Your choices and rights
- Caregivers, clients and representatives: your agency controls your records in AideBook. Ask your agency to see, correct, export or delete information about you. If you can’t reach them, email us and we’ll pass your request on and help them respond.
- Agencies: owners can export records from the web app, and can ask us for a full copy of the agency’s data or to close the account.
- Depending on where you live (for example California and other U.S. states), you may have the right to know what personal information we hold about you, to access, correct or delete it, to receive a copy, and not to be discriminated against for using these rights. Because we don’t sell or share personal information or use it for targeted advertising, there is nothing to opt out of. To make a request, email us from the address on your account; we’ll verify it’s you, and may ask your agency to confirm when the information is part of its records.
Deleting an account
AideBook accounts are created by an agency’s invitation, and an agency can remove a caregiver or admin at any time. You can also ask us to delete your own sign-in account, from the app’s Settings or by following the steps on delete your account. Logging out of the app removes everything it kept on that phone.
Children
AideBook is a business tool for home care agencies and their staff. It isn’t directed to children under 13, and we don’t knowingly collect personal information from them through accounts. An agency may record information about a client who is a minor, as part of that client’s care record, on the agency’s instructions.
Where data is stored
AideBook is run from the United States, and the Service’s data is stored in the United States. If you use it from elsewhere, your information is transferred to and processed there.
Changes
If we change this policy, we’ll update the effective date at the top. For significant changes, we’ll tell agency owners by email or in the web app before the change takes effect.
Contact
Questions, requests or complaints: hello@aidebook.app. We aim to reply within five business days.